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Lecture Notes of the course Reference Management Using Citavi - Advanced Course

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Reference management using Citavi Advanced course

Content of the Citavi introductory workshop .................................................................................................... 3 Reference Management .................................................................................................................................... 3 1. 2. 3. 4. 5. 6. 7. 8. 9. Using reference lists containing DOIs or ISBNs ........................................................................................ 3 Import after searching in library catalogs and databases using Citavi ..................................................... 4 Organizing references using Citavi ............................................................................................................ 6 Creating grouped references ..................................................................................................................... 8 Standardizing entries ................................................................................................................................. 8 Incorporating web pages with Citavi Picker ............................................................................................ 10 Attaching / Importing / Renaming PDFs .................................................................................................. 11 Modifying and creating citation styles ..................................................................................................... 16 Citavi und Latex ....................................................................................................................................... 20

Knowledge Organization ................................................................................................................................. 26 10. Organizing quotations and thoughts in Citavi ......................................................................................... 26 11. Inserting quotations in Word.................................................................................................................... 31 12. Creating Citavi compilations - From idea to text ..................................................................................... 32 13. Im-/exporting outlines .............................................................................................................................. 32 Task planner ............................................................................................................................................... 34

14. Task planning in Citavi ............................................................................................................................. 34 Contact and Support ....................................................................................................................................... 35 Glossary ............................................................................................................................................... 36

Content of the Citavi introductory workshop

In Citavi introductory workshop the following themes, required for the Citavi Advanced Course, are covered: Introduction to the Citavi user interface Incorporating references*1 in Citavi (rapid entry via ISBN* / DOI *, manual entry, importing from a database *, incorporating references with Citavi Picker *) Displaying a reference list displaying publications in the selected citation style *) Working with the Publication Assistant * (inserting references in a word processing program and

Reference Management
Citavi is fundamentally a reference management program. It allows you to organize, collect and edit your references. In the reference editor references in your Citavi-Project *: 1. Quick Entry via ISBN, DOI or PubMed ID (introductory workshop) 2. Manual input (introductory workshop) 3. Importing from a database (introductory workshop) 4. Importing with Citavi Picker (introductory workshop) 5. Using of reference lists that contain DOIs or ISBNs (1.) 6. Importing from a search in library catalogs and databases (2.) program area you have several options for including

1. Using reference lists containing DOIs or ISBNs

In the window Retrieve, which is accessed via the button , you can search through a text that you have copied to the clipboard or stored on your hard drive for ISBNs or DOIs. This allows you to simultaneously include an entire series of books or journal articles in your Citavi Project. Citavi can read standard numbers (e.g.ISBN or ISSN numbers) from documents in TXT, RTF, DOC, DOCX, ODT and PDF format. Once you have pasted the text from the clipboard or retrieved it from a file on your hard disk, Citavi shows you all the ISBNs and DOIs identified in the document. Citavi then searches the catalogs and databases under the standard numbers that are displayed on the right side of the window in the colored box. Via the link here at the end of the list of catalogs, you can set different search interfaces. If the book or article is in the selected directories and catalogs, this will be indicated with a green tick.

Words printed in bold with * are explained in the glossary at the end of this document.

Abb. 1: Erfolgreicher Abruf von mehreren ISBNs

Fig. 1: Successful retrieval of multiple ISBNs Unselect the references you do not want to include in your project, by removing the tick at the beginning of the line. Click Add to project. Next, the results will be displayed in one selection so that you can check the automatically imported data. Finally, you include the reference in your project by clicking Save selection in the yellow bar at the bottom left.

2. Import after searching in library catalogs and databases using Citavi

You can search library catalogs and bibliographic databases * using Citavi. However, you should note the following: It is only possible to search databases that are also freely available on the web. You cannot access the TUM licensed databases this way. Library catalogs offer additional information on availability and direct you to other results that may be of interest. Reference databases are often restricted access, and thus are not automatically available for searches using Citavi. Even where data sources are freely accessible, it is often the case that the search interface itself offers more opportunities for a targeted search than Citavi. In addition, Citavi only displays a limited number of hits and the criteria by which Citavi selects which hits are displayed or not displayed are unknown.

A Citavi search therefore makes sense if you already know the data on a book or article that you want to include in your project, but do not have the ISBN or DOI. To start a Citavi search, click the Online search button up. . The Online search window opens

Fig. 2: Online Search

If the catalog or the book trade directory you want to search does not appear in the list, you can add approx. 4,000 additional data sources via the Add database or catalog button. At the bottom of the window you will find search boxes for All fields and a search by author, reference and/or year range. If this selection of fields is not sufficient for your search, you can click on the link Go to advanced search (top left) or advanced online search (bottom right) to open a search form with more complex search capabilities. At the end of the search, results will all be listed in an import window (similar to the import from a database), so you can select the references you want and save them in your project.

3. Organizing references using Citavi

The following useful features will help you to organize the references that you have included in your Citavi project, and to keep track of them: Labels Filter Keywords Search options Table View

Labels For marking your references, you have two labels to choose from: red labels (flags) (hoops) and blue labels . The significance of these labels is not predefined - you can define them for yourself. To assign a

flag or a loop to a reference, or to remove the label, left click in the reference list on the appropriate icon. If the labels do not appear in the reference list, you can insert them using the show labels command, which appears when you click on the gray cog Filter The filter function can also be found in the navigation pane top left. Above the icons selection of references that you have assigned to one of the labels. Over the icon references by keyword; the category*. Clicking the filter symbol/filter icon and create a , you can filter in the upper left navigation pane in the reference list.

button is used to list all the references that you have classified into a specific will make further criteria available by which you can

display sources from your reference list. You can, for example, filter by reference type or author. Keywords Keywords can be assigned to each reference in the context tab in the middle of the window. Keywords are usually content descriptive terms, a table of contents in single words if you will. All terms that you have entered in your project as a keyword will be saved. Once you start entering a new keyword in the keyword box, a list of all previously assigned keywords appears. You can - as described above - filter and search by keyword. Search options Using the button you have the option of searching in your project for specific references that match specific criteria. In the window that opens when you click this button, you have a quick search with a search field and an advanced search option available. Using the advanced search, you can restrict your search to the contents of certain fields (e.g. author field, reference field) and combine your search criteria to create a complex search query.

Abb. 2: Suchfunktion Erweiterte Suche

Fig. 3: Advanced search function

Table View Clicking on the button will open a new window in which the most important data about the references in your project are displayed in tabular form. You can organize the display according to your own requirements. You can add or remove columns or the references and assign labels. The table view can be exported to Excel and OpenOffice Calc.

Fig. 4: Table view of references in a project

4. Creating grouped references

As with table view, you can also view the entries in your list of references as a group. You can group the list, for example, by document type, year and keywords. If you only wish to cite references meeting certain criteria in the grouped reference list, filter your documents, initially with one of the preset filters (funnel icon in the left navigation pane within your project or via a search . Then go to the toolbar on the small black arrow next to the button Save project

bibliography. In the menu that opens, select Grouped project bibliography. Here you specify the criteria by which the list is to be grouped. You can select one criterion or more; the order of the grouping corresponds to the order of the selected criteria. Choose the format in which you wish to save your grouped reference list and click save.

5. Standardizing entries
Different databases often store data in a variety of forms. It may happen, for example, that when importing from one database, the name of a particular journal appears in full, whereas another database may provide you with a reference for the same journal, but only in an abbreviated form. In your reference list at the end of your work, these differences must be rectified. Citavi manages the terms of some input fields in lists *. You will find the automatically guided Citavi directories in the menu bar under lists:

Abb. Fig. 5:1: Lists Verfgbare available Listen in Citavi in In the lists, incorporated items are displayed in alphabetical order. In the following, the work is presented with the list of Persons and Organizations. All other lists are analog edited.

Fig. 6: Lists of Persons and Organizations In the list view, you can add the new entries using the in existing entries, select them with the mouse and click this stage to make a correction to the name as written! The , which you see in front of many entries, indicates that references are connected to this entry. When button. To complete or correct information . Please note: If a citation style requires

that names should be given in abbreviated form, Citavi implements this automatically. There is no need at

you click on this icon, the respective references appear. If there are two entries for the same person (as in the example above: Mr Millers first name appears as both abbreviated and spelled out), you can merge the two names into a single entry. Mark the corresponding entries with the mouse (select multiple entries by holding down the CTRL key on your keyboard) and then click corrected. . In the next window you define the form in which the names should be merged subsequent re-editing is possible at any time. All references that are affected by the name merge will be automatically

6. Incorporating web pages with Citavi Picker

Citavi Picker enables you to incorporate web pages comfortably. If you right-click on the web page that you wish to add your Citavi project, a context menu will open. Choose Citavi Picker and add web page as reference and the website will be incorporated as an Internet document in your project. Citavi does this using the metadata stored on the web page. This means that you may in certain circumstances have to correct or complete the data yourself. Therefore it is best always to check all fields.

A special feature in Wikipedia: Citavi always stores two Internet addresses: one at which you can always find the current version of the article and another at which the article was accessible at the time of inclusion in your Citavi project. It is important always to specify the version from which the quote was taken.

Fig. 7: Incorporating web pages using Citavi Picker


7. Attaching / Importing / Renaming PDFs

Often one has interesting articles stored as PDFs somewhere on the computer. Sometimes these are individual files, sometimes entire folders. You may attach these directly in Citavi and replace the often cryptic file names by a descriptive name the Citavi short title.

Attach PDFs to existing records in Citavi To attach a PDF file to an existing reference record, there are several options: 1. In the reference tab 2. In the preview window 3. With drag and drop

1. In the Reference tab (red labels) Select the appropriate reference and open the Reference tab. At the bottom of the window, select Local file and select the file to attach from your computer.


Fig. 8: Import PDFs


2. In the Preview window (orange labels) Select Add local file in the preview window and select the file to be inserted on your computer.

3. With drag and drop (green labels) Select the appropriate reference and open the Reference tab. Select the desired file(s) on your computer and drag and drop into the lower part of the Reference tab.

Importing individual PDFs or entire folders If you have already conducted a research and saved articles as PDF files on your computer, you can now integrate these into your Citavi project. Citavi allows you to import both individual files and entire folders. 1. Go to Import in the File menu. 2. In the dialog window What is the source of the data you want to impord?, select PDF files. 3. In the dialog box Source for PDF import, select either Single file or Folder of files. 4. In the File options area, you can determine whether files are to be moved, copied, or linked. Generally, it is advisable to copy them into the Citavi project. Additionally, you can replace the file reference with the Citavi short title during import. The Citavi short title consists of author, year and title, and may thus be more meaningful than some of the filenames for downloaded files. 5. In the next dialog window, all PDF files located by Citavi in the selected folder are displayed. At this point you can remove unwanted files. Then go to Next. 6. In the following final dialog window you can see the bibliographic data Citavi was able to locate for the PDF files. This could look e.g. like this:

Fig. 9: Importing PDF files


For some files no authors or titles could be located. These will need to be reworked manually.

How does Citavi assess data? If Citavi locates a DOI, it searches through the service CrossRef for the bibliographic information on the article. In addition, the metadata on the PDF file will be assessed. However, in many cases this may not be very helpful. Thus, for example, the author name in Figure 9 is "Windows user".

Check your data carefully, therefore, when importing.

Renaming PDF files PDF files that you download frequently have unintelligible names such as "9846.8245.pdf". Citavi allows you to replace this file name with a Citavi short title, which consists of the information on the author, year of publication, and title.

Replacing the title during import using Citavi short title was explained in the previous section. You can repeat this procedure retrospectively for titles already included in your project: 1. Option: go to the Reference menu on Change short title 2. Option: Click the cog at the bottom of the Reference tab. Select Rename files with the Citavi Short title ...

Fig. 10: Renaming PDF Files From the following dialog box select whether only a single file, all files in the selected record or all the files in the project are to be renamed.


Fig. 11: Renaming PDF files II Find full text You can use Citavi to search for full text of journal articles freely available on the Internet. In the Reference menu, select the Check availability and find full text and Find full text... In the Find full text dialog box that opens, select whether you want to search for full text of journal articles and newspaper articles of all titles in the project, a pre-designated selection, or only the currently selected titles.

Fig. 12: Find full text in Citavi


Citavi adds a link for all the titles for which a full text has been found. Where Citavi finds a freely available full text, it will be set up as follows: [Web] + address + title of PDF file.pdf

Where Citavi finds a full text subject to license, this is indicated in the form of [Web] + Link.html

In neither case is the file stored on your computer. It is only linked to the full text on the Internet. To save free access full texts in your Citavi project, display the document in the preview window. In the header of the preview window, a yellow bar appears with the message Click here to save a copy of this document into the Citavi project. Follow these instructions by clicking on the yellow bar.

Fig. 13: Full text download in Citavi project

The document will then appear in the Reference tab in the following form: [Citavi] + filename.pdf.


8. Modifying and creating citation styles

In the sciences worldwide, there is a vast array of different citation styles. Styles vary, not only between countries or scientific fields, but often within the same faculty or from chair to chair. The major producers of citation styles are on the one hand scientific publishers, who usually require writers to use a particular style, and on the other scientific institutions, associations, or individual universities that have set a particular style for their publications. If you are unsure which style you wish/need to use for your work, we recommend the following procedure: Check with your supervisor / professor / lecturer / chair which style you should use. Inquire about which style is required when you write for a publisher. If in doubt, use a publication style which is prevalent in your scientific field, such as the style of an academic journal that is relevant to your subject, or style of a well known institution in your field. When choosing a style according to scientific field, Citavi can help you further (see below). There is a DIN standard for quotation (DIN 1505). If in doubt, you can reset for a German context afterwards.

Changing citation style In the introductory workshop, a text document that has been edited with Citavi and contains information on references in the provisional version with placeholders, is converted into a properly formatted document (citation > format publication). By this point in the procedure, it is necessary to select the desired citation style. It is a good idea, however, to choose the "right" citation before you get this far so that, for example, above the reference list on the left, sources are already displayed in the appropriate style. You can change the citation style at any time without further consequences. To do so, click on citation > citation styles > browse citation styles in the menu bar. You can also access the window opened by this command directly by clicking on the reference management program area in the footer of the currently selected citation style. In the list of citation styles those styles you have already used are listed. On the right side you will see a preview of how the main document types (book, journal article, article in an anthology) are formatted in this citation style, as well as a display of how the citation will appear in the text. To select a different citation style, click . In the next window, you can search for a

specific style or choose a style by language restriction, citation method, or scientific field. In the bottom left window you can see how many different citation styles Citavi offers. The selection of available styles is constantly expanding and required styles can even be requested from Citavi support.


Please note that the selection of another citation style is only possible if you are connected to the Internet. This ensures that you always use the current version of the citation style for your project.

Fig. 14: Change citation style Modify or create a citation style In some cases, it may happen that none of the available citation styles is suitable for your needs, whether you need to use a relatively little used style, or you have your own ideas about how your citations should appear. In these cases Citavi offers two approaches to achieving the desired citation style: 1. You choose the citation style that comes closest to the desired style from those available and tweak it. 2. You define a completely new citation style. We do not recommend this option as creating a citation style from scratch demands considerable work and time.


In either case, begin by clicking citation > citation styles > edit citation style from the menu bar. This opens a new window:

Fig. 15: Edit citation style Click the button to begin creating a citation style from scratch.

To customize an existing citation style to your needs, you first select the style you want to use as a basis. To keep the workload to a minimum, the style should largely meet your expectations. Once you have selected the style you want to change, click on . In the next window you give your selected citation style a name. We recommend you choose the default option, and create a copy of the underlying citation style. Citavi citation style editor will then open in a new window. The use of this tool takes some practice and due to its complexity, this advanced course can only address the basics: 1. For each of the 35 available types of documents, you must define which specific details are to be reproduced in which form in the reference list. When creating a new citation style, you can skip certain types of documents that you are not likely to need. Reference types for which there is a definition are displayed with a green dot (see Figure 16). 2. In the central window you define which elements are to appear in a citation in the selected document type and according to what principles they should be arranged. In the example given for the type Book (Monograph), two so-called rule sets are defined quote once as a book with author and once as a book with no author. The blocks can be moved by clicking and dragging. Please note that when you move the blocks you also have to change the punctuation before and after the component (see point 4).


3. In the left column you will see a list of available components depending on the document type. By clicking and dragging, these may be inserted into the central window and thus into your citation style. 4. In the dark blue area under the rule set, you can edit each individual component. You should specify how the punctuation should be configured with the previous elements. Not only must actual characters be defined (be it a period, a comma, a bracket, etc.) but empty characters as well. With the Edit component button... you also have the option, for example, of setting the font style (italic, bold, small caps). Possible configurations of components for representation of names (such as author, publisher, etc.) are particularly extensive. You can set, among other things, what order, form, and with what separators peoples names are to be presented (including special cases such as prefixes, double-barreled names, multiple first names). 5. The right column is the preview. Here you can see how changes will actually be executed in your project

Fig. 16: Citation style editor


9. Citavi und Latex

(The text of this chapter excerpted from the Citavi manual.)

Fig. 17: Schematic overview of Citavi, BibTeX and LaTeX interaction

Citavi helps you create publications with the TeX typesetting system. Use BibTeX to do this: first, write your manuscript in a TeX editor, then place placeholders for citations (BibTeX keys) in the appropriate places, and finally generate the typeset publication from the TeX file (the manuscript) and the BibTeX file (the works cited). The TeX package you use determines the final formatting.


To use TeX features, you must first turn on support for TeX in the Citavi options: on the Tools menu, click Options, and then select the TeX support checkbox.

Fig. 18: Activating TeX-support

Generating BibTeX Keys A BibTeX key is a unique identifier for a reference in a BibTeX file. To cite a reference in a TeX document, you insert the BibTeX key for the reference in the correct place in the document. When the document is converted to its final output format, the BibTeX keys are replaced with the correct, formatted citations. Example: Suppose your BibTeX file contains this entry: @book{Andretta.2005 author = {Andretta, Susie}, year = {2005}, title = {Information literacy}, publisher = {Chandos}, address = {Oxford}, } In your TeX document, you could insert the following citation command: \cite{Andretta.2005} When the document is converted, the following entry might be made in the bibliography: Andretta, Susie (2005): Information literacy. Oxford: Chandos.


Generating a BibTeX Key in Citavi 1. On the Tools menu, click Options. On the General tab, select the TeX support checkbox and click OK. 2. Select which references Citavi should generate BibTeX keys for.

Customizing BibTeX Key Templates 3. On the Tools menu, click Options. On the General tab, click Customize next to the selected TeX support checkbox. 4. To change the default template for all reference types, click Default.

Fig. 19 Schema for the generation of customized BibTeX keys 5. Make the changes you want. You can change what fields are used to build the key, how they are formatted, the punctuation used, and conditional exceptions. If you want the punctuation between two elements to be hidden if an element is empty, insert the not sign () before the punctuation by typing Alt+0172. 6. If you need certain reference types to have special BibTeX keys, you can define additional templates for each of them. Click Add template for reference type and then configure the template. 7. When you are finished making changes, click OK. Citavi asks what you want to do with existing BibTeX keys. Note: Citavi does not automatically update BibTeX keys in existing references to ensure that BibTeX keys already used in TeX documents continue to be resolvable. If you want to generate BibTeX keys again, you can always click BibTeX key on the Reference tab.


Additional BibTeX Key Options You can set additional options for your BibTeX keys under Tools > Options > General. Next to the selected TeX support checkbox, click Customize and then the Tools menu: Select Normalize keys to ensure that only characters in the ANSI character set are used, removing special characters such as umlauts: Mnchhausen 1796 becomes Munchhausen.1796. Select Replace BibTeX keys when importing to replace the BibTeX keys already present when importing BibTeX files with fresh keys generated according to the current template. Click Restore default to restore the template to name.year. Click Remove characters to define characters that should never appear in a BibTeX key.

Generating a BibTeX File Citavi offers two ways of generating BibTeX files: Manually: You save selected references to a BibTeX file. Automatically: Citavi scans a TeX manuscript for BibTeX keys and generates a matching BibTeX file.

Generating a BibTeX Key Manually 1. Select references in your Citavi project. 2. In the Reference Editor, on the File menu, click Export. 3. Select which references to export, and then select BibTeX format. Click Next. 4. Select the checkboxes for the BibTeX export options you want. 5. Click Edit BibTex export definition to change one of the export definitions: you can use the default definition, or you can use one optimized for a particular TeX package (for example, jurabib). You can also select Customize export definition to create your own export definition, if necessary. 6. Click Save file to set the location for the BibTeX file. 7. Click Next and set whether you want to save the settings you just used as an export preset. 8. Click Next to save the file.

Generating a BibTeX File Automatically The prerequisite for generating BibTeX files automatically is that the BibTeX keys in your TeX file must match the ones in the Citavi project. The easiest way to ensure this is to use the Publication Assistant to insert the keys for you. See Using the Publication Assistant with TeX. 1. Make sure TeX support is selected under Tools > Options > General. 2. In the Reference Editor, on the Citation menu, click Automatic BibTeX export. 3. Click Open document to select the TeX file. 4. Citavi scans the TeX file and shows any errors in the BibTeX keys in it. 5. Choose an existing export definition, or click the Export definition link to create a custom export definition.


Creating a Custom Export Definition In addition to the default, Citavi includes export definitions specifically for various TeX packages, including jurabib and natbib. To create a custom export definition: 1. In the Reference Editor, on the File menu, click Export. 2. Select which references to export, and then select BibTeX format. 3. Click Browse to set the location for the BibTeX file. 4. Click Edit BibTex export definition. 5. Define the reference type mapping and then click Next. 6. Define the field mapping. To set a field as "required" in the BibTeX key, click the circle next to it. Then click Next. 7. Set the export options for the export definition and then click Next. 8. Give the export definition a name and a description for the Quick Help area, and then click Finish.

Using the Publication Assistant with TeX The Publication Assistant works with many common TeX editors: LEd LyX TeXnicCenter TeXMaker WinEdt WinShell WinTeX

Configuring Citavi for Your TeX Editor 1. On the Tools menu, click Options. 2. On the General tab, make sure the TeX support checkbox is selected. 3. In the Publication Assistant section of the General tab, set your TeX editor as the default word processor. 4. If necessary, change the Cite and Quote commands and the New line character to the ones used by your TeX package. 5. Click the Browse to select your LaTeX project folder. Using the Publication Assistant with TeX The Publication Assistant is a floating window that shows you a compact view of the contents of your Citavi project while you write your paper. By double-clicking you can directly insert a placeholder for a citation, a complete quotation and its placeholder, or a thought into your document. To use the Publication Assistant with TeX, make sure that the settings under Tools > Options > General > Publication Assistant are correct.


If you insert an image quotation from Citavi into the TeX file, an images subfolder will automatically be created in the LaTeX project folder. The LaTeX project folder must be defined in the options so that the subfolder will be created correctly. The image file will be named according to the legend. 1. Open the Citavi project. 2. To open the Publication Assistant, on the Citation menu, click Publication Assistant (or press F7). If you want the Publication Assistant to stay on top of other windows, click Float in the toolbar. 3. Switch to your TeX editor and place the insertion point where you want to insert the citation, quotation, or thought. 4. In the Publication Assistant, select the reference, quotation, or thought you want to cite or insert. 5. On the toolbar, click Insert in [your TeX editor] (the name of the button will match your selection in the Options, see above) and click Insert in [your TeX editor] with \cite (or Insert in [your TeX editor] as footnote with \cite) to insert the citation, quotation, or thought into the text or footnote, respectively, including the corresponding BibTeX key. 6. When you are finished writing, save the TeX file so that Citavi can scan it for BibTeX keys and create a matching BibTeX file so you can format the final publication.

Inserting Formulas in Quotations Citavi has a built-in formula editor. The formula editor is text-based so that the formulas you create with it can be inserted into TeX documents.

Creating a Formula 1. Create or open a text quotation or thought. 2. On the Edit menu, click Formula. 3. Select formula components from the menus, or click Show formula list to help you enter the formula. 4. Click Preview to check the formula. 5. When you are satisfied with the formula, click Insert to place an image of it in the quotation or thought. 6. To edit the formula later, double-click it. If you insert the quotation or thought into a TeX document, the text version of the formula is inserted.


Knowledge Organization
Knowledge organization is the central program area if you also want Citavi help when writing your work. This enables you to capture content along with the references that you have accumulated.

10. Organizing quotations and thoughts in Citavi

To manage your quotations and thoughts in Citavi, you can organize them by assigning them keywords (descriptive terms of content) and categories (e.g. chapters of your work). Create and manage categories

3 2

Fig. 20: Program area Knowledge Organization 1. Toolbar in the program area knowledge organization When changing program areas, the buttons that are offered in the toolbar will also change.

2. List of keywords and categories (left column) As with the reference list in the reference management program area, in the left pane of the knowledge


organization a list of categories will be shown. The categories structure your knowledge items* and can, for example, map the structure of your work. Obviously, in a new project, no bullet points will have been created. Using, the buttons at the top of the column, you can insert new bullets available, change the order as well as level of bullets ( promote, , and in the categories

demote). The knowledge items that

have been assigned to a category are moved at the same time. The numbers behind the bullet points indicate how many knowledge items have been assigned to a category. In addition to sorting by categories, the collected knowledge items in the left column of the program area are also sorted by keywords. Click in the column header on keywords.

Fig. 21: List of available keywords 3. List of knowledge items (middle column) In the middle column, the accumulated knowledge items will be displayed according to the selected category. Again, you can change the order of entries organize your knowledge items by subheadings. 4. Preview (right column) In the preview area, the contents of the knowledge item are displayed. Recording and assigning categories to knowledge items Citavi recognizes seven different types of knowledge item. Five knowledge items are directly related to a source: . Additionally, the button can


Direct quote * Text is unchanged from source Indirect Quote * Text is paraphrased Summary Main points of a text Comment * Either the source itself or another knowledge item is commented on Image or file citation A digital or digitized image or file (from source) referred to

The other two knowledge items are independent of a particular text. With them, you can retain your thoughts and ideas about content. Thought * (text) Note down the ideas that come to you in the course of your work Thought (image or file) Capture a link or an appropriate image The button, which allows you to incorporate text, image or file citations, is included in each

part of the program as the last item on the toolbar. You can create new knowledge items, connected to specific references, in three places: 1. The button in the toolbar of the knowledge organization program area. If you choose this route, first select the reference to which you refer. 2. The Knowledge items menu (only in the knowledge organization area). 3. In the reference management program area for each reference in the tab Quotations (middle column). The window that appears when you want to incorporate a new knowledge item is the same for all knowledge items. In the following screenshot the example of the knowledge item is shown.


Fig. 22: Incorporating knowledge items

The window is made up of different fields: First of all you will find the short verification of the reference, to which the quote is connected. This does not happen when including a thought You can change the type of quotation later. In many citation styles, the citation is specified in the text with the page number from which a quotation is taken. In addition to page numbers column numbers or paragraphs can be entered. Instead of Arabic numbers, letters or Roman numerals may be used. This adjustment can be made by clicking on Pages from-to. You type the actual text in, either by hand or copy it into the field. You can then edit it further. Some options are directly available to you in the toolbars at top of the window: You can add as brackets or ellipsis, or change the font. Please note: You must insert quotation marks for direct quotations yourself; they will not be inserted automatically! Core statement: The core statement is the name given to the particular knowledge item and appears in the middle column of the knowledge organization program area . If you assign no core statement to the knowledge item, by clicking categories you can set Citavi to automatically take the first word of the quote as the core statement.


Keywords: Assign keywords to your knowledge item. In the knowledge organization program area, you can show your knowledge items sorted by keywords. Once keywords have been incorporated in your project, you can see them by clicking on keywords.

Categories: Specify where in your text a quotation is to be assigned. If you click on the term categories, a new window opens with all previously created categories. You can assign a knowledge item as many categories and subcategories as you wish. The field editor is automatically loaded with your shortcuts and the date last modified.

Lines of text that should be saved as a knowledge items can also be generated from the preview of the document in the reference management program area.

Fig. 23: Importing a quotation from the preview

To do this in the preview, highlight the string of text that you want to insert as a quotation and click Quote. Then open the window for incorporating a knowledge item (see above) and you can assign the quotation to a category, specify the page numbers, and formulate a core statement. Tip: By clicking on the button Quote or Abstract next to your reference, you can assign passages as an abstract or table of contents.


11. Inserting quotations in Word

You can also insert knowledge items into your work gradually. As with quotations from source, you should use the publishing assistant, which you can find in every program area in the Menu bar under citation > publication assistant. The basic use of the publication assistant has already been presented in this Citavi introductory workshop.

Abb. 11: Publikationsassistent

Abb. 3: Publikationsassistent

Fig. 24: Publication assistant

In the publication assistant, the contents of your project are organized into two tabs. Using the Reference tab you will find the list of all sources so that you can insert references into your work with a single click. With the Knowledge tab, the categories by which you sort your quotations, thoughts, and comments are displayed. As with references, you can now insert knowledge items into your work with a single click or using the button Insert in Word (other options are available here). Unlike the references for which only a placeholder is inserted, the text of the quotation or thought appears in its final form and may be edited safely. Only placeholders that follow a text-related knowledge item as with placeholders for references cannot be changed.


12. Creating Citavi compilations - From idea to text

In the knowledge organization program area, by clicking the button, you can display all collected knowledge items, or a selection of them, in a document that can, for example, serve as a basis for your work. When suffering from writer's block, this feature can serve as useful way of overcoming the daunting "blank page". Above the small black arrow next to the button you can also save your script With options ... If you want to use the script as the basis of your work, a very useful option here is Preliminary: with placeholders for later use with Format publication. The document, which is now stored in the format of your choice and is already open according to your categories is provided with formatted headings so that you can easily create an automatic table of contents in your word processor.

13. Im-/exporting outlines

The categories in the program area Knowledge Organizer in Citavi are well suited to reflect the outline of a scientific paper. Whether you have created your outline in a text document and now wish to import it to Citavi or have created a category system in Citavi that you want to export to your text document, both are possible.

Importing outlines In the Knowledge Organizer program area, go to the category view. Click on the small cog and then on Import category system. Specify where you want to import your category system from, e.g. a Word document, and then select the appropriate document on your computer.

All categories that are not already in the project will be imported. This means that existing categories will remain in the Citavi project, and new ones will be added at the end of the list. If you have created, exported, and changed your category system in Citavi, and now import it again, category name changes will not be adopted as Citavi will not recognize them as already existing categories. The renamed category is considered new and attached along with other new categories at the end. The prerequisite for importing a Word outline as a category system is that headings in Word are formatted as headings.


Exporting Categories The categories in Citavi can be exported to Word for further use as an outline. To export your categories from Citavi, go to the program area Knowledge Organizer in the category view. Click on the small cog and select Export category system and e.g. ... to Word.


Task planner
Citavi will also help the time management of your scientific work. The program thus provides a third component in the Task planning in view. program area. The Task planner allows you to forward plan the various stages of work with regard to your sources and the production of your text, while keeping deadlines

Fig. 25: Program area Task Planner

14. Task planning in Citavi

Also in this program area, you can add new tasks using the green plus Project tasks * These tasks are generic and serve to help plan important steps in the process of creating your work. Reference tasks * These type of tasks relate to individual references. You can be reminded, for example, that you need to return a book to the library or that you want to excerpt a reference on a certain day, to be ready for the next meeting with your supervisor. icon:


You can assign all tasks a priority, completion date, or an editing progress status. The task planning program area start page gives you an overview of all your impending tasks. Under the Quick select and Advanced selection tabs you can choose different filtering options.

Contact and Support

For questions about Citavi you can get help and support in various ways: In the program you can visit the Help link in the menu bar, or the Manual Citavi service and support where many issues and problems are discussed. In all program areas you will find the link to the Quick Help in the right column. If this is activated, you will receive context-sensitive support when working with Citavi. Please also contact university library information services: literaturverwaltung@ub.tum.de. Our "Citavi experts" Dorothea Lemke (lemke@ub.tum.de), Dr. Brigid Schlindwein stand (schlindwein@ub.tum.de) and Astrid Teichert (teichert@ub.tum.de) are also happy to advise you on any questions or problems you may have. In addition to our courses on reference management, we offer a weekly reference management drop-in session, where individual questions can be discussed. The current schedule can be found on our homepage at www.ub.tum.de / workshops. , as well as the website. On this page you will find FAQs about

Citavi, films and animations about how to use the program and an extensive forum for Citavi users,


Citavi Picker Citavi Picker are free additional programs with which you can import information from Internet Explorer, Mozilla Firefox, Google Chrome or Acrobat Reader. Reference database Databases where you can find articles on your specific subject. From reference databases, you can export references into Citavi. DOI Digital Object Identifier Reference type Unique identification numbers for electronic publications. DOIs are especially for journal articles. Reference type indicates the outward form of an information source, such as collective work, newspaper articles, or audiobook. Reference types are in other contexts referred to as "publication types" or "forms of publication". Citavi provides different input masks for different types of references in order to capture all relevant information. Excerpting Filter Taking important passages from a book / article. You can filter your references according to specific criteria. You can filter simply by label (hoops or flags), categories and keywords. Similarly, you can also filter by publication year, series, magazine, document type, and person. Thought In the context of Citavi, "thoughts" are ideas about your work that are independent of your sources. New thoughts create knowledge in the field. You can also retain pictures and files as thoughts independent of your sources. Indirect quote An indirect quote is the reproduction of the words of a source in your own words. You can assign a category to indirect quotations. ISBN International Standard Book Number; since November 1971, every book carries a unique identification number, which is important for the management of media and the book trade. Category In the area of knowledge organization, you can create different categories (such as the headings in your work), to organize your knowledge items (quotations and thoughts) and their source content Comment In comments, you can, for example, capture your ideas about a book. Comments are always associated with sources. If you have an idea independent of a source, use the Citavi knowledge item thought. List Citavi uses the term lists for specific fields, such as the author or publisher field. For example, the lists will help you standardize all references to an author so that you always use the same form of the name. Label In Citavi you can add labels to a reference. There are two different labels, a blue hoop and a red flag, with the help of which you can select references. You determine the meaning or significance of the label yourself. You can also filter all references with label.



A Citavi project is a collection of references, thoughts, quotations, and tasks that are needed to achieve a project goal (equivalent in other Windows programs to the terms "file" or "database").

Project Task

A project task is an appointment independent of your references, for example, a deadline for handing in your scientific work.

Publication Assistant

Independent window, which allows you to import references and citations from your project into your word processing program.

PubMED ID Keyword

Identification number of a source in the PubMed database. You can assign keywords to your references. Using these words, you can filter references or group them in the table view so that all the references with that keyword are displayed.

Table View

In Table View Citavi displays all your references in tabular form. You can choose which columns are displayed and in what order. The table can be exported to Microsoft Excel or OpenOffice Calc. A grouped view of your references is also possible in the table, for example, grouping by year.


A reference means a single work in a project. If you add a new journal article or a book to your project you are incorporating, to use the Citavi terminology, a new reference.

Reference task

Whenever you want to set an appointment in relation to a source, such as a book, you create a reference task. A reference task may be, for example, the return date of a book that you have borrowed from the library.

Direct quote

A direct quotation is a verbatim reproduction of a source. Direct quotations are always given in quotation marks. You can assign a category to direct quotations.

Knowledge item Citation Citation style

A knowledge item is a quotation, a summary, a comment or a thought. The source of a quotation, a summary, a comment or a thought. A provision as to how a source must be cited. Citation styles are created by scientists or publishers and specify the precise format and necessary details of a quotation or citation.

Stand: 03.05.2013